Join Suzanna Kaye for an in-depth discussion in this video What you need to know, part of Organizing Your Office for Maximum Efficiency.
- When planning the setup of your office there are a few things to consider first. Let's talk about some of the questions to answer before you begin to plan your efficient productive office. Here are some questions to ask yourself, write down the answers because you'll be referring back to these later. What will you be doing? What types of tasks and activities? What are the machines and tools you need to access daily? How about weekly or only occasionally? What materials and supplies will you need to store, and how often do you need to access them? This includes office supplies, product samples, and materials of your trade.
Will clients, coworkers, or employees be visiting or working in your office space? What times of the day will you be working in your office, 9:00 to 5:00, mostly evenings or weekends? What communication tools will you use most often, phone, conferencing or webcams? Who will be working or living near you? In a home office will your family be home? In a corporate environment are there people in the next cubicle, office, or nearby? Consider who, what activities they'll be doing and noise levels.
Will you have items that need heightened confidentiality or security such as, extremely expensive equipment, or protected client records. Once you've answered all these questions you'll know more about what you need from your office. For home offices which room you choose is an essential decision. Noise levels, distractions, and functionality will have a direct impact on your productivity. Let's talk about some of the options available.
These are only a few of the more common spaces, but there are a number of creative alternatives available as well. A separate dedicated room, this is often the best choice, because you can have more privacy and dedicated workspace, though for a lot of home workers it's simply not available. A shared use room, such as a guest room or home gym, this is a good option if the room is lightly used for the other tasks, and you can ensure you have enough work space. A public room, such as a living room or dining room, this option can lead to the most distraction, and can be difficult to manage storage, but is a common location for many home workers.
It's especially useful for working parents who want to keep an eye on the kids, or for someone who's more productive when they feel connected to the people around them. In this environment make sure to plan where your materials will be stored, and what workspace you'll use. Keep your work separated and organized to maintain your boundaries. An altered space, attics, basements, garages, backyard sheds and closets have all been successfully used as workspaces. Make sure if you're using one of these options that there's proper storage and work space, electrical outlets, and privacy for your needs.
Understanding your office needs is the foundation for all your efficiency decisions. Fully understanding the use of the space will not only help you determine the right office space for you, but how to set it up to function best for your personality and work style. Now that you have a solid understanding of your office needs, in the next movie we talk about the various organizing styles. Join me to learn the difference styles of organizing at work, and how you can create a space that works best for your personality type.